1. NYS VendRep System VendRep System Tips Lynn Hansen Irene Waldorf

2. AGENDA How to Invite Vendors Vendor Checklist –Enrollment –Roles –Completing & Certifying a Questionnaire State Agency User Tips

3. HOW TO INVITE VENDORS Add Language to: –Solicitation Document –Renewal Notification –Award Letter General Announcement to Bidders List

4. HOW DOES AGENCY KNOW ? Agency Determines Reporting Method for Vendor’s Use –Filed using the VendRep System –Paper Version Attached

5. VENDOR CHECKLIST Steps to Start & Effectively Use the VendRep System Enroll in OSC Online Services- Primary Authorizer Submit BAAF- Primary Authorizer Create User Password- Primary Authorizer Create Additional Users & Assign Roles - Primary Authorizer or Authorizers Complete Basic Vendor Data- Administrator Complete Questionnaire- Contributor Certify Questionnaire- Certifier

6. VENDOR ENROLLMENT https://portal.osc.state.ny.us/wps/portal Primary Authorizer enrolls in OSC Online Services, which initiates the IRS validation process

7. VENDOR ENROLLMENT

8. Primary Authorizer submits Business Account Authorization Form (BAAF) to OSC

9. OSC Verifies with IRS Reviews BAAF Activates account Sends two (2) emails to complete enrollment

10. PRIMARY AUTHORIZER Creates their Password Creates Additional Users Assigns VendRep Roles

11. ADMINISTRATOR Completes Basic Vendor Data –Legal Business Name –Address –Business Type –Business Activity –Additional Vendor Identities –Authorized Contact(s)

12. CONTRIBUTOR Starts Questionnaire Responds to Questions Completes Questionnaire

13. CERTIFIER Reviews Questionnaire Responses Certifies the Questionnaire

14. ROLES Primary Authorizer Authorizer

15. ROLES Administrator Contributor Certifier Guest

16. CONTRACT STATUS Vendor Views Only Their Information –All transactions submitted to OSC –Status displayed Received Approved Non-approved

18. STATE AGENCY USER TIPS Password Search Notification Manage emails Contract Data Search Questionnaire Review –Flag –Attachment

19. FORGOT PASSWORD or 1.Select “I forgot my password”; or or 2.Contact an Authorizer for your Agency; or 3.Call or email OSC Helpdesk

20. SEARCH By Taxpayer ID Number (TIN) By Vendor Name Multiple Searches

21. NOTIFICATION Add using Basic Search feature (by TIN and/or Name) Email alerts that vendor has certified Questionnaire Manage your list – Add or Delete

22. MANAGE EMAILS Notification emailsNotification emails –Subject line contains Vendor Name –Filter and Sort without opening email

23. CONTRACT DATA SEARCH For best results, use Multiple Criteria

24. FLAG Flag indicates that one or more responses in that section may contain information requiring further review and evaluation by the contracting entity Found in Overview Section and Question

25. ATTACHMENT Paper clip indicates that the vendor has responded to a question by attaching a document

26. CONTACT Help Desk 866-370-4672 or 518-408-4672 HelpDesk@osc.state.ny.us VendRep Website www.osc.state.ny.us/vendrep